Personal Assistant to Senior Executive

Job Desciption

Our client is an established Hong Kong-headquartered financial group with offices across Southeast Asia, comprising licensed securities brokerage and asset management entities regulated by the Hong Kong Securities and Futures Commission (SFC). The group serves high-net-worth individuals, family offices and institutional clients internationally. It is seeking a capable, discreet and polished Personal Assistant to provide direct support to a senior executive, and to use modern AI tools to extend how much of that support can be handled independently — keeping a fast-moving schedule, communications, research and priorities running smoothly.

• Manage a complex calendar, schedule appointments and coordinate internal and external meetings.
• Arrange business travel, accommodation, transport, itineraries, visas and related documentation.
• Screen and prioritise calls, emails, correspondence and meeting requests with sound judgement.
• Prepare meeting materials, presentations, reports, briefing notes and follow-up action lists.
• Attend meetings when required, take accurate minutes and track agreed actions to completion.
• Coordinate professionally with clients, business partners, advisers and senior stakeholders.
• Handle confidential business and personal information with absolute discretion.
• Support business events, client engagements and occasional personal or ad hoc executive matters.
• Maintain organised records, contact lists, documents, expenses and administrative systems.
• Anticipate needs, resolve routine issues independently and ensure important deadlines are not missed.

AI-Augmented Responsibilities

• Use AI writing tools (e.g. Microsoft Copilot, ChatGPT/Claude) to draft, tighten and proofread routine correspondence, meeting notes and briefing packs for the executive's review before sending.
• Run AI-assisted meeting transcription and summarisation for calls and meetings, producing clean minutes, decisions and action-owner lists within the same day.
• Use AI scheduling assistants to propose optimal meeting times across time zones, auto-resolve calendar conflicts and pre-draft invite copy.
• Conduct first-pass research on people, companies, venues and destinations using AI search tools ahead of meetings and trips, producing a one-page brief.
• Maintain and refine a library of AI prompt templates for recurring tasks (travel itineraries, thank-you notes, follow-up emails, event logistics) to speed up turnaround.
• Use AI tools to draft first versions of presentations and reports from source materials, which are then refined and finalised manually.
• Apply AI-assisted translation and tone-checking for cross-language correspondence, flagging anything needing human review.
• Flag and escalate any AI-drafted output involving sensitive, confidential or high-stakes content for the executive's explicit sign-off before it is sent — AI output is always a draft, never a final word.

Requirements

• Female candidate with a polished, well-groomed and professional appearance suitable for a client-facing environment.
• Diploma or degree in Business Administration, Communications, Hospitality or a related discipline.
• At least 3 years of experience as a Personal Assistant, Executive Assistant or in a comparable role supporting senior management.
• Strong spoken and written English; additional Asian language capability is an advantage.
• Excellent organisation, attention to detail, follow-through and time-management skills.
• Confident interpersonal manner and the maturity to communicate with senior and high-net-worth stakeholders.
• Proficient in Microsoft Office and modern digital productivity tools.
• Comfortable using AI assistants (Copilot, ChatGPT, Claude or similar) for drafting, research, transcription and scheduling — prior hands-on use is a strong advantage; training will be provided.
• Sound judgement on when a task requires human discretion versus when AI assistance is appropriate, always with confidentiality in mind.
• High integrity, discretion and flexibility, including occasional support outside standard hours when genuinely required.